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Aadhaar Declaration Form

An Aadhaar declaration form records an employee's informed consent for the company to collect and use Aadhaar details for a stated purpose, such as UAN linking, and limits collection to a masked copy wherever possible. It protects both the employee's privacy and the employer's compliance position.

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[Company Logo][Company Name]

AADHAAR DECLARATION AND CONSENT FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Date:: [Date]

1. Aadhaar Details

Name as on Aadhaar
Aadhaar (last 4 digits only): XXXX XXXX [Last 4 Digits]
Copy submitted (Masked copy / Not submitted)
Mobile number linked to Aadhaar (Yes / No)

2. Purpose of Collection (tick what applies)

Linking with UAN / EPF records
Identity verification at joining
Other purpose: [Specify]

3. Alternate Identity Document (if Aadhaar not provided)

Document Type
Document Number

4. Company Commitment

Aadhaar details will be used only for the purposes ticked above.
Only a masked copy will be stored unless a specific process requires otherwise.
Access will be limited to authorised HR personnel.
Aadhaar numbers will not be printed on ID cards, displayed or shared internally.

5. Employee Declaration and Consent

I confirm that the Aadhaar details given are mine. I have been informed of the purpose for which they are collected and I voluntarily consent to [Company Name] using them only for the purposes ticked above.

Signature of Employee
[Employee Name]
Date: [Date]
Place: [Work Location]

Data Custodian
[HR Name]
Date: [Date]

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What this template includes

Clear purpose statement for each use of Aadhaar
Masked copy by default, with last four digits only
Voluntary consent and right to withdraw where applicable
Alternate ID option where Aadhaar is not mandatory
Company commitment on storage and access
Employee signature and date

When to use it

Before collecting Aadhaar for UAN or KYC linking
When an HR audit asks how Aadhaar data is handled
When an employee prefers to share only a masked copy
When updating Aadhaar-linked details such as name or mobile number

How to customise this template

1List only the purposes your company truly needs
2Name the HR role responsible for securing the data
3Add the alternate IDs you accept
4Review the wording with your legal or data-protection adviser

HR tips

Ask for a masked Aadhaar by default
Never display Aadhaar numbers on ID cards or shared sheets
Delete or return copies that are no longer needed
Restrict access to named HR staff only

Aadhaar collection and use are regulated. Use this template only as a starting point and confirm the purposes, consent wording and storage practices with a legal adviser.

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Frequently asked questions

Can an employer ask for Aadhaar?+

Employers commonly request Aadhaar for processes such as UAN/EPF linking. Collect it only for a stated purpose, with consent, and prefer a masked copy where full details are not required.

What is a masked Aadhaar?+

It is an Aadhaar copy in which the first eight digits are hidden and only the last four are visible.

Can an employee refuse to give Aadhaar?+

Where Aadhaar is not legally required for a process, offer an alternative identity document. For processes that require it, explain why it is needed.

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[Company Logo][Company Name]

NOMINEE DECLARATION FORM (COMPANY DUES)

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Date of Joining:: [Date of Joining]

1. Scope of Nomination

This nomination covers amounts payable by [Company Name] in the event of my death while in service, including unpaid salary, leave encashment, pending reimbursements, performance bonus or incentive due, and any other company benefit not covered by a separate statutory nomination.

2. Nominee Details

Nominee Name	Relationship	Date of Birth	Address	Share (%)
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address]	[%]
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address]	[%]
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address]	[%]

3. Guardian Details (if any nominee is a minor)

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Employee Nominee Declaration Form

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[Company Logo][Company Name]
PAN DECLARATION FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Financial Year:
[YYYY-YY]
Section A: PAN Details
PAN
Name exactly as on PAN
Father's Name as on PAN
Date of Birth as on PAN
PAN linked with Aadhaar (Yes / No / Not sure)
Section B: If PAN Is Not Yet Available
Date of PAN Application
Acknowledgement Number
Expected Date of Receipt
Section C: Name Difference (if any)
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PAN Declaration Form
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PAN
Name exactly as on PAN
Father's Name as on PAN
Date of Birth as on PAN
PAN linked with Aadhaar (Yes / No / Not sure)

Date of PAN Application
Acknowledgement Number
Expected Date of Receipt

[Company Logo][Company Name]

UAN DECLARATION FORM (INTERNAL)

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Date of Joining:: [Date of Joining]
Establishment:: [Company Name]

Note: This is an internal company declaration. The official EPFO forms and online processes will also be completed where required.

A. Previous PF Membership

Were you a member of PF earlier? (Yes / No)
Do you have a UAN? (Yes / No)
UAN (if Yes)
Is the UAN activated on the member portal? (Yes / No)
Do you have more than one UAN? (Yes / No) – give details

B. Previous Employment PF History

Previous Employer	PF Member ID	Date of Joining	Date of Exit	PF Settled / Not Settled
[Employer]	[Member ID]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Status]
[Employer]	[Member ID]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Status]
[Employer]	[Member ID]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Status]

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UAN Declaration Form

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[Company Logo][Company Name]
ESIC DECLARATION FORM (INTERNAL)
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
ESIC Employer Code:
[Code]
Note: This is an internal company form. Official registration will be completed by HR on the ESIC portal.
1. Eligibility
Gross monthly wages: ₹[Amount]
Covered under ESI (Yes / No – to be filled by HR)
2. Previous ESI Coverage
Were you covered under ESI earlier? (Yes / No)
Existing IP Number
Previous Employer Name and Code
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ESIC Declaration Form
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Gross monthly wages: ₹[Amount]
Covered under ESI (Yes / No – to be filled by HR)

Were you covered under ESI earlier? (Yes / No)
Existing IP Number
Previous Employer Name and Code

[Company Logo][Company Name]

FAMILY DETAILS DECLARATION FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Department:: [Department]

1. Immediate Family

Name	Relationship	Date of Birth / Age	Occupation	City
[Name]	Father	[Age]	[Occupation]	[City]
[Name]	Mother	[Age]	[Occupation]	[City]
[Name]	Spouse	[Age]	[Occupation]	[City]
[Name]	Child	[Age]	[Occupation]	[City]
[Name]	Sibling	[Age]	[Occupation]	[City]

2. Relatives Working in [Company Name] or Group Companies

Name	Relationship	Department	Designation
[Name]	[Relationship]	[Department]	[Designation]
[Name]	[Relationship]	[Department]	[Designation]

3. Relatives Linked to Vendors, Customers or Competitors

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Family Details Declaration Form

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[Company Logo][Company Name]

DEPENDENTS DECLARATION FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Policy Year:: [YYYY-YY]
Action:: New enrolment / Addition / Deletion

1. Benefits Covered by This Declaration

Group medical insurance
Group personal accident (family floater, if any)
Other dependant benefit: [Specify]

2. Dependant Details

Name	Relationship	Date of Birth	Gender	Financially Dependent (Yes / No)	Other Health Cover (Yes / No)
[Name]	Spouse	[DD/MM/YYYY]	[Gender]	[Yes / No]	[Yes / No]
[Name]	Child	[DD/MM/YYYY]	[Gender]	[Yes / No]	[Yes / No]
[Name]	Child	[DD/MM/YYYY]	[Gender]	[Yes / No]	[Yes / No]
[Name]	Parent / Parent-in-law	[DD/MM/YYYY]	[Gender]	[Yes / No]	[Yes / No]

3. Mid-Year Change (if applicable)

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Dependents Declaration Form

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[Company Logo][Company Name]
NEW EMPLOYEE JOINING FORM
Company:
[Company Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Please fill all sections in capital letters and attach self-attested copies of the documents listed in Section 7. Paste a recent passport-size photograph in the box provided.
1. Personal Details
Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)
2. Address
Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address
Form · Word
New Employee Joining Form
Download .docx
[Company Logo][Company Name]
NEW EMPLOYEE INFORMATION FORM
Company:
[Company Name]
Expected Date of Joining:
[Date of Joining]
Section 1: Basic Information
Full Name
Preferred Name (for email and ID card)
Mobile Number
Personal Email ID
City of Residence
Section 2: Role Information (to be pre-filled by HR)
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Work Location [Work Location]
Work Pattern (Office / Hybrid / Remote / Shift)
Section 3: IT and Access Requirements
Form · Word
New Employee Information Form
Download .docx

Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)

Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address

Full Name
Preferred Name (for email and ID card)
Mobile Number
Personal Email ID
City of Residence

Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Work Location	[Work Location]
Work Pattern (Office / Hybrid / Remote / Shift)

Aadhaar Declaration Form

Preview of the form

1. Aadhaar Details

2. Purpose of Collection (tick what applies)

3. Alternate Identity Document (if Aadhaar not provided)

4. Company Commitment

5. Employee Declaration and Consent

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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